Fiscal and Administrative Manager (Office of the University Registrar)

William & Mary · Mary · $50,000–$60,000 (stated in the posting)

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Job Description Summary:

Job Description:

For full consideration, submit application materials by the review date, 10/19/2026. Applications received after the review date will be considered if needed. A resume and cover letter are required for this position.

The hiring range for this position is $50,000-$60,000, commensurate with experience.

Required Qualifications:

• High school diploma or equivalent.

• Prior experience (typically 5+ years) in fiscal administration, office management, budget management, compliance, purchasing, and reconciliation; includes experience with associated tools.
• Demonstrated experience in strategic fiscal planning and experience managing financial and human resource functions.
• Demonstrated ability to manage diverse and complex assignments with minimal supervision and meet internal and external deadlines, including strong problem-solving skills.
• Demonstrated ability to develop, maintain and interpret operational policies and procedures, university policies, and state and federal regulations.
• Demonstrated ability to effectively interact/communicate with a diverse population in an effort to promote exceptional customer service.
• Demonstrated experience with administrative support and/or office management.

Preferred Qualifications:

• Associate Degree and/or an equivalent of combination of education, training, and experience.
• Experience working in a higher education environment.
• Experience with University and State of Virginia accounting guidelines, policies, and practices.
• Experience with university and enterprise systems (Workday, Banner, Qlik, buyWM).

Conditions of Employment:

• This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.
• Overtime and weekend work may be required and tend to be linked with major university initiatives such as commencement and orientation.

Job Duties:

30% - Fiscal Management:

Responsible for all budget and revenue accounts within the University Registrar Office. This includes, but is not limited to:

• Complete and maintain financial reports related to the budget and processing and accounting of payments, expenditures, and receivables; analyze and interpret a variety of complex financial documents; maintain records for audit requirements.
• Assist and advise the Associate Provost & University Registrar during the annual operating budget development cycle.
• Prepare purchase orders and payment invoices. Ensure bills are paid promptly to comply with the University and State Prompt Payment Act. Responsible for resolving any discrepancies with vendors, as needed.
• Track all departmental indexes (7) to ensure appropriate entries are made and monitor balances. Create Journal vouchers to transfer monies between indexes. Reconcile ACH deposits from vendors. Oversee, create, and process all invoicing and journal vouchers between UREG and departments across campus for services rendered.
• Coordinate, maintain and monitor all maintenance and contract services (new and current), to include executing RFPs with procurement and vendors.
• Maintain and reconcile the departmental purchase card.

25% - Executive Administrative Support for Associate Provost & University Registrar:

• Serve as primary executive support to the Associate Provost & University Registrar, ensuring the effective management of the office.
• Manage complex calendaring to balance competing priorities, anticipate scheduling conflicts, and coordinate meetings with internal and external stakeholders.
• Prepare briefing materials, reports, presentations, correspondence, and other executive communications on behalf of the Associate Provost & University Registrar.
• Coordinate leadership meetings by developing agendas, assembling meeting materials, recording action items, and monitoring follow-up to ensure timely completion.
• Exercise sound judgment in handling confidential information related to personnel, students, university operations, and strategic initiatives.
• Serve as the primary point of contact for the Associate Provost & University Registrar, responding to inquiries, routing issues appropriately, and ensuring timely communication with university leadership, faculty, staff, students, and external constituents.
• Coordinate travel arrangements and reimbursements.
• Manage special projects and administrative initiatives on behalf of the Associate Provost & University Registrar, including tracking progress and communicating deadlines.
• Anticipate executive needs, identify office administrative efficiencies, and recommend improvements to support effective office operations.

20% - Administrative Operations:

• Perform a variety of duties that facilitate the day-to-day operations of the department. Ensure office operations function in a professional manner.
• Evaluate effectiveness of business processes and recommend improvements to enhance efficiency.
• Serve as the UREG liaison to HR and coordinate all UREG human resource actions, including recruitment, updating position descriptions, hiring student employees, and facilitating HR processes.
• Arrange all maintenance and services with Facilities, Housekeeping, alarm systems, Campus Police, etc.
• Monitor office inventory including all assets and surplus property.
• Arrange for disposal and archiving records as required by the Library of Virginia using the Records Retention guidelines.
• Active participant of the departmental web services team.

15% - General UREG Support:

• Maintain general knowledge of UREG and university operations.
• Maintain operational knowledge of UREG service functions (e.g., enrollment verifications, registration processes, required forms, etc.).
• Support front-end customer service at times of peak traffic and/or limited staffing.
• Respond to inquiries received via the University Registrar’s Office general email account and other office accounts as needed.
• Develop positive relationships across the department and the university, providing assistance to colleagues on all aspects of UREG processes.

10% - Catalog Management:

• Facilitate the creation of the academic catalog.
• Manage the editing and production of non-curricular catalog content within the CourseLeaf system.
• Conduct training sessions for new catalog content managers across campus on the use of CourseLeaf and related catalog processes.

***We will not sponsor applicants for work visas for this position.

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EEO is the Law. Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Applicant Notice: By applying for this position, you consent to William & Mary's use, review, and retention of your application materials for recruitment and employment purposes. Materials may be shared with authorized individuals participating in the hiring process and will be managed in accordance with applicable laws and university policies.

Probationary Period Notice: Individuals selected for full-time staff positions will be required to complete a twelve (12) month probationary period in accordance with university policy.

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility. 

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